June 24, 2025
Public Works
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Sue Hartman, Director of Information Technology
Lina Velasco, Director of Community Services
Daniel Chavarria, Director of Public Works
Mubeen Qader, Deputy Director of Finance
Mark Lightner, Infrastructure Administrator
Tawfic Halaby, Deputy Director of Public Works for
Operations & Maintenance
SUBJECT:
Contract with GHD and NEXGEN for Asset Inventory,
Condition Assessment, and Customized Management
System
FINANCIAL IMPACT: The proposed expenditure is available in the General Capital Fund (Account String: 20136031-400536-23055)
and the Outside Grant Fund (Account String: 10636031-
400732-23066).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
City staff requests City Council adopt a resolution
awarding a contract to GHD for the Asset Inventory,
Condition Assessment, and Development of a 5-Year
Capital Improvement Plan for City Buildings and Parks
Amenities and awarding a contract to NEXGEN for
further development of, and annual subscription to, a
customized asset management platform.
RECOMMENDED ACTION:
ADOPT a resolution to APPROVE a three-year contract
beginning July 1, 2025, through June 30, 2028, with GHD for asset inventory, condition assessment, and
development of a 5-Year Capital Improvement Plan for
City buildings and parks amenities in an amount not to
exceed $1,250,000, and a not-to-exceed amount of
$500,000, in the subsequent years, with two one-year
AGENDA
REPORT
June 24, 2025
extension options in an amount not-to-exceed $500,000
and APPROVE a three-year contract beginning July 1,
2025, through June 30, 2028, with NEXGEN for further
development of, and annual subscriptions to, a
customized asset management system in an amount not
to exceed $500,000, annually, with two one-year
extension options in an amount not-to-exceed $500,000
– Public Works Department (Daniel Chavarria 620-
5478/Tawfic Halaby 620-5482).
DISCUSSION:
On December 3, 2024, the City issued a Request for Proposals (RFP) via the BidsOnline portal for Consulting Services related to Asset Inventory, Condition Assessment, and Development of a 5-Year Capital Improvement Plan (CIP) for City buildings and parks amenities. A pre-bid meeting was held on December 10, 2024, with 27 firms in attendance, including 12 that identified themselves as potential prime consultants.
By the RFP deadline of January 21, 2024, the City received six (6) proposals from the following firms: Bureau Veritas Technical Assessments LLC, GHD, Inc., Jones Lang LaSalle Americas, Inc., Kayuga Solution, MacDonald Bedford LLC, and OpenGov, Inc.
A City review panel evaluated all submissions and shortlisted the two highest-ranked firms—GHD, Inc., and OpenGov, Inc.—for a second round of evaluations.
On March 14, 2025, both firms participated in interviews and provided detailed presentations, including software demonstrations and responses to questions from staff representing multiple City departments. Based on evaluation criteria that emphasized public outreach, community integration, and technical capacity, GHD, Inc., was ranked highest. Their proposal featured a strong public engagement strategy, the incorporation of community needs into the facilities assessment, and the development of a pilot program for one of the larger parks with a community center to demonstrate integration strategies early in the project.
GHD, Inc. subsequently provided three professional references, all of whom were contacted and interviewed by City staff. Based on those interviews, staff concluded that GHD, Inc., and their subconsultants—NEXGEN and PlaceWorks—are well qualified to deliver the required services.
Firm Overview
GHD, Inc. is a multidisciplinary infrastructure consulting firm with extensive experience in asset planning and capital improvement program development.
NEXGEN specializes in asset management software and will support the customization and implementation of the City’s asset management system.
June 24, 2025
PlaceWorks, a Bay Area firm, will lead the public outreach and engagement efforts and provide complementary planning, design, and environmental services.
Contract Award
City staff recommends that the City Council:
1. Award a three-year contract to GHD, Inc. for consulting services related to the asset inventory, condition assessment, and development of a 5-Year CIP for City buildings and parks amenities (Attachment 1). The contract includes:
o Year 1: $1,250,000 total ($993,899 for the base scope of work and $256,101 as contingency)
o Years 2 and 3: Not-to-exceed $500,000 each year
o Two optional one-year extensions: Not-to-exceed $500,000 each year
2. Award a parallel three-year contract to NEXGEN for ongoing development and annual subscription to the City’s asset management platform, beyond the original scope of work (Attachment 2). This contract is not-to-exceed $500,000 per year, with two optional one-year extensions at the same annual amount.
Work authorizations will be issued as needed upon completion of project phases and subject to available funding.
Implementation Strategy
City staff will implement the project in two (2) phases:
Phase 1: Asset inventory and condition assessment of parks amenities (including recreation centers) and development of the initial 5-Year Capital Improvement Plan for these facilities.
Phase 2: Concurrent execution of the following:
o Asset inventory and condition assessment of City buildings o Development of the initial 5-Year Capital Improvement Plan for buildings o Public outreach and community engagement
o Customization and integration of asset management software with MUNIS, GIS, and other City systems
o Finalization of the comprehensive 5-Year CIP for both buildings and parks amenities
NEXT STEPS
City staff recommends that the City Council adopt a resolution to approve a three-year contract beginning July 1, 2025, through June 30, 2028, with GHD for asset inventory, condition assessment, and development of a 5-Year Capital Improvement Plan for City buildings and parks amenities in an amount not to exceed $1,250,000, and a not-to- exceed amount of $500,000, in the subsequent years, with two one-year extension options in an amount not-to-exceed $500,000 and approve a three-year contract beginning July 1, 2025, through June 30, 2028, with NEXGEN for further development
June 24, 2025
of, and annual subscriptions to, a customized asset management system in an amount not to exceed $500,000, annually, with two one-year extension options in an amount not-to-exceed $500,000 (Attachment 3).
It is the City’s goal to complete the first 5-Year CIP for buildings and parks amenities within one year, and to fully integrate the asset management platform into existing City systems. In future years, the system will be expanded to include other City infrastructure assets such as streetlights, traffic signals, signage, pavement markings, stormwater and wastewater systems, urban forest, and trails. The long-term objective is to establish a comprehensive, data-driven asset management framework that supports multi-year capital planning across all City assets.
DOCUMENTS ATTACHED:
Attachment 1 – Proposed GHD Contract
Attachment 2 – Proposed NEXGEN Contract
Attachment 3 – Resolution